Addendum #2 RFP 19-012-651 Advanced Communication System.pdf
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- Attached to
- Question & Answers
- Solicitation number
- RFP WRE 190000003133 2
- Issued by
- Wayne County, Michigan
About this file
This is Addendum #2 to RFP #19-012-651 for an Advanced Communication System issued by Wayne RESA (Regional Educational Service Agency) in collaboration with multiple Michigan school districts in Oakland and Wayne counties. The RFP seeks proposals for a comprehensive voice communications infrastructure upgrade that includes IP-based phone systems, unified communications capabilities, mass notification systems, and associated services across multiple school districts. The project encompasses various device types including basic user phones, common area devices, enterprise user phones, analog devices, and conference phones, with implementation scheduled to begin in November 2019. The addendum clarifies 59 vendor questions regarding system design requirements, device specifications, network topology, survivability configurations, and implementation logistics. Key clarifications address local site survivability using POTS lines as backup, the need for vendors to design solutions incorporating existing network infrastructure, the requirement for Gigabit Ethernet-capable handsets, and the expectation that final device counts and implementation schedules will be determined following bid award.
Pricing should be submitted with flexible labor rate formats reflecting the fixed costs associated with phone system installation rather than purely hourly rates, with separate line item costs for fax support ports, unified communications clients, and optional features such as call recording and advanced warranty options. The consortium clarified that licensing can be purchased under a single umbrella agreement with costs apportioned equally among participating districts. Warranty terms of one, three, or five years are required, with next-business-day hardware replacement shipping specified. The RFP anticipates multi-tenant and single-tenant architecture options; vendors should propose available solutions rather than separate complete proposals for each configuration type. The existing environment includes multiple email platforms (Exchange, O365, and Google), single Active Directory domain in Oakland County with separate domains per district in Wayne County, and adequate existing bandwidth for VoIP implementation. No incumbent contractor information or specific funding sources are identified in this addendum document.
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| File | Type | Posted |
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| RFP 19-012-651 Advanced Communication System.docx | DOCX document |
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33500 Van Born Road
Wayne, Michigan 48184-2497 www.RESA.net
Addendum #2
RFP #19-012-651 Advanced Communication System
1. Would it be possible to get the number of knowledge workers per district? A knowledge worker consists of teachers and admins only.
Answer options: Please provide discount range by common counts or we get count by district.
2. II A. 2, 3. (p15) states local survivability for district buildings. Vendors will need a list of survivable buildings per district, with the handset totals in each of those buildings, and with the number of POTS/FXO failover ports in the event voice services from the district PRI or
SIP trunk is not available. Attachment 9 does not give us the necessary information to properly design the system. Southfield, Farmington, Clarenceville, West Bloomfield do not list any locations.
Answer: Local site survivability would consist of 2 POTS lines per building if and where utilized.
3. Schedule A Labor format doesn’t apply to how phone systems are bid and installed. Phone systems have fixed costs for system setup and configuration, gateway installation, phone device programming, physical phone placement, training (system administrator training, school administrative/staff training, teacher training). Hourly rates become an average with these various tasks across the devices being installed.
Answer: Please provide labor rates as they best fit and/or add more applicable descriptions if necessary.
4. Schedule B o Fax Support: Are vendors to price in Fax capabilities with the proposal? How many ports, how many users per district?
Answer: Yes. Please provide per port costs and the limit of proposed device(s) in regards to port count.
o UC Client/ and or Mobile Client: Are vendors to price in UC Clients for all users or just administrators? How many per district
Answer: Depending on UC client functionality and native system functionality of features like voicemail to email the selected count will be affected. Please provide price range breakdown for selection
Maybe an appendix for each district like what you see below
5. Mass Notification:
Please state the types of notification desired: email, SMS, screen pop (client), phone display and the number of users by district who will be receiving email, client and SMS messages.
Answer: We expect that mass notification systems will vary by manufacturer. Therefore, please describe the capabilities of your mass notification system and any applicable licensing levels therin
Physical Locations
6. Please provide a list of all buildings/schools/districts involved in the bid.
Answer: Districts listed are for all district buildings therin
Internet
7. Please provide the location and upload/download speeds for each Internet circuit.
Answer: All locations have adequate bandwidth necessary for VOIP/SIP et al.
8. Please explain the network topology of how all the schools/districts/RESA/ISD/Head End are all connected. This is required for the design of voice gateways.
Answer: Buildings connect to District Head End which connect to the ISD/RESA which connect to the internet
PSTN
9. Please provide the quantity and type of voice circuits per building (we need to know as we will need to interconnect with your current circuits until the contract is up 6/2020). This is required for the design of voice gateways.
Answer: Indicate circuits needed in the design. District will contract for needed circuits after bid award
10. Are all 200 analog / POTS lines for faxing?
Answer: Final device counts will be determined prior to award
Device Counts
11. For each location, please provide device counts by type:
Answer: Final device counts will be determined upon to award
#Basic Users o For phone centric office users o Full set of PBX features o Limited mobility features o Appropriate for cubicles and shared desk locations o Associated with a person or place
#Common Area Devices (limited functionality) o Basic dial tone for common area phones o Limited telephony feature set o Appropriate for lobby, breakroom, etc.
o Associated with a p lace
#Enterprise Users o Full set of PBX telephony features o Full UC functionality o Associated with a person
#Analog Devices
#Conference Phones
#of Wall Mount Kits Required
Answer: See RFP for phone type details
12. Is it a requirement for every phone (including common area phones) be 10/100/1000?
Answer: Yes
Mass Notification
13. Describe the current overhead paging system (PA) for each location. Are your speakers
Analog or IP? Is it tied into the phones? How many paging zones does each school have?
Answer Provide options for final configuration prior to award
14. For each location, can you support multicast across your WAN and LAN? Is it configured today?
15. Is mobile alerting/SMS a requirement for mass notification? Do you have a solution today?
16. Are there any IP speakers in use today or are all systems analog?
17. Can the SIP call paths be delivered over existing bandwidth or is separate transport required?
Answer: Yes. Show system design details
18. Are the LANs at the district locations VoIP ready?
19. Will a backup Internet circuit or POTS line at each location meet the survivability requirements?
Answer: Depending on vendor solution
20. With respect to insurance, do you require an endorsement that shows Wayne RESA, etc, named specifically? Or will a blanket policy work?
For the purpose of this collaborative RFP, the insurance certificate provided with your proposal does not need to list our organizations or any of the schools as ‘Additional Insured’.
Supplier(s) will be expected to provide a certificate meeting the ‘Additional Insured’ requirement upon award.
21. For the sake of pricing are you willing to purchase licensing under one umbrella?
22. Does each school district need to maintain their individual circuits?(PRI, POTS)
Answer: Depending on the design of the solution
23. Can we have a breakdown of the number of sites and users per site for each district?
Answer: all available information has been provided in the RFP
24. Can we have a breakdown of total circuits currently in the districts?
Answer: No. Design should include all needed circuits.
25. What apps besides Call control, Voicemail, and possible 911 are desired?
Answer: List apps and associated costs
26. Are you looking for training for every user or do you want us to train trainers for each district?
Answer: No
27. Will call recording be needed?
Answer: Please list as option
28. Will analog be handled by phone system or kept separate? If so how many analog per district?
Answer: Depends on solution
29. Will paging be a requirement for the districts?
Answer: No. Please list options
30. What is the schedule for the implementations at the sites across the county?
Answer: Per the Timetable (page 3) of the RFP, it is the intent to begin implementation in
November 2019
31. How many schools will be installed at the same time?
Answer: Final schedule will be determined upon award
32. Can you please provide a count of the number of phones at each school building for redundancy purposes?
Answer: All phones should have redundancy options
33. Can you provide a list of the analog devices (Fax, Modem, Overhead Paging that will need to be connected at each school building)?
Answer: Provide analog connection options
34. Can you provide a list of schools that will require in phone paging (Not Overhead Paging)?
Answer: Provide options for phone paging
35. Can you please provide a list of the circuits that will be required at each school building
(Analog - Redundancy, PRI of SIP - Dial tone)?
Answer: Depends on final system design
36. Can we assume 802.11af POE switching will be provided by the consortium or school districts?
37. Can we assume all compute will be provided a by the consortium or school district and all
Call Processing, Voice Messaging, etc. will be virtualized?
Answer: Yes, please cite customer requirements
38. In most cases school districts have multiple phone types deployed (Basic -
Lobby/Lunchrooms, Standard Phones - General, Advanced - Administration, Conference
Rooms)?
a. Can you provide definition regarding the line appearances/features for each phone type?
Answer: See RFP for phone types
b. Can you provide a breakdown of the number of each phone type per building
Answer: All information available is in the RFP
39. Many schools have additional applications associated with their existing phone systems that will be required and will affect the overall solution design. These include Call Accounting, Voice Messaging/Email Integration, etc.
a. If not already provided in the RFP can we assume that no other school districts have 3rd party applications integrated?
b. If require please provide details of the required 3rd party applications in use at each district.
Answer: Not applicable
40. If our solution requires a configuration backup target (Microsoft Share or SFTP), can we assume that this will be provided by the consortium or school districts?
Answer: Yes, state any requirements of the customer
41. Can we assume that the consortium or school districts provide the labor to place handsets?
Answer: Provide costs to install phones as an option
42. So are you expecting a complete proposal for each school for each solution type (Multi-tenant cloud hosted architecture design, Multi-tenant on premise based architecture design or Single-tenant on premise based architecture) as defined in "INSTRUCTION TO SUPPLIERS"
"Section C"
Answer: No. Include what solution options you can provide in the RFP response
43. Can we assume that all new handsets provide need to support Gigabit Ethernet pass-through?
44. If shared applications or services are required, how will the costs be apportioned to each tenant?
Answer: Equal shares
45. Can you please provide the warranty requirements for applications, voice gateways, phones, etc.?
Answer: 1, 3, and 5 years with the exception of handsets
a. Please include definition of advanced hardware replacement requirements
Answer: NBD shipping of replacement parts prior to defective parts being sent out
b. Please include contract or warranty duration
Answer: 1, 3, or 5 years
46. Will each district require phone operation training for end users?
47. Will each district require system operational training for system administration?
Answer: Possibly; it depends on the solution
48. Can we assume informal training for end user/admin if required?
49. Can we assume for all solutions that the consortium or school districts will provide switch and/or firewall configuration as required?
50. Please provide the names and addresses of all buildings that will be a part of the new VoIP system. The RFP excludes this information for several districts, and it’s important to have for a number of reasons
Answer: See RFP for addresses and https://www.oakland.k12.mi.us/school-districts
Data by district is available https://www.mischooldata.org/SchoolIndex2/Location.aspx
51. Please provide a logical network diagram showing how the school districts interconnect to each other as well as the headend datacenters at Wayne and Oakland. Otherwise, a written description of the interconnectivity along with bandwidth values would work.
Answer: Buildings connect to District Head End which connect to the ISD/RESA which connect to the internet
52. Please provide the total number of knowledge workers (faculty/staff/admin) and students that are to be included in scope for this RFP
Answer options: Please provide discount range by common counts or we get count by district
53. Please provide a quantity breakdown per site of IP phones vs. Analog endpoints. This is required to right-size the survivability gateways as well as the analog expansion cards / analog gateway
Answer: Provide options based on system design
54. For purposes of designing an AD integration for a centralized system, please describe your current AD environment/domain hierarchy. Do the various domains have trusts established between them?
Answer: In Oakland County there is a single AD environment. In Wayne County, each district has their own domain https://www.oakland.k12.mi.us/school-districts https://www.mischooldata.org/SchoolIndex2/Location.aspx
55. Are you looking for Unified Messaging to be a feature made available for all school districts?
If so, what are the various e-mail platforms being used? Are there plans to consolidate to a single platform?
Answer: Exchange, O365, and Google
Does Southfield Public School intend to keep ESNA CloudLink, which is required for full unified messaging between on-prem UC and Gmail?
Answer: Southfield requires the functionality of voicemail to email this does not need to be provided by ESNA CloudLink
56. The on-prem architecture option says that all remote sites should have local survivability, but certain individual districts say survivability is not necessary due to redundant links.
Which guideline should be followed?
Answer: General on-prem guideline is having local survivability with individual district exclusions noted
57. Are the features listed in Schedule B required features? I.e. E911, call recording, web/audio conferencing? Or are these to be priced as optional addons?
Answer: E911 is required while others are optional add-ons
58. Please describe your computer environment (manufacturer, specs, etc.) that the new virtualized solution would be installed on?
Answer: Site requirements of customer. Inadequate hardware\software should not be an issue
59. How many/which schools (if any) require integration to an existing overhead analog paging system?
Answer: Provide options for paging
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